Payroll Schedule Initialization Screen (PS1000)
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Description
User Functions and Key Fields
Using the Screen
Setting Up a Special XX Pay Cycle
Data Fields
Description
Use PS1000 to establish and update payroll schedule information. Before a payroll schedule can be
initialized on PS1000, the following information must be entered in the Pay Cycle Table (PS9023):
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pay cycle
regular check date
pay period beginning and ending dates
You can enter a payroll schedule on the Payroll Processing transaction screens only after it has been
initialized on PS1000. For an example of the Payroll Schedule Initialization Screen, see blow:
User Functions and Key Fields
FUNC
A (Add); C (Change); D (Delete); I (Inquire)
KEY1
Leave blank
KEY2
Leave blank
KEY3
Enter a Payroll Schedule code
Using the Screen
Before you enter a pay cycle on the Payroll Schedule Initialization Screen (PS1000), verify that institution
parameters 1100 (standard work week) and 1101 (standard hours per day) have been set on the
Institution Parameter Table (PS9001). PPMS uses these parameters to calculate the number of hours in
the standard work week for each pay cycle.
When using the Payroll Schedule Initialization Screen, take the following information into account:
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Use the Override Check Date field only when the scheduled regular check date has to be
changed. You must still enter the regular check date on this screen, but the override check date
will be printed on the paychecks.
To set up multiple payments of gross pay on a payroll schedule, you must enter the same
number of payments for a specific pay cycle on two screens:
o On the Payroll Schedule Initialization Screen (PS1000) in the Multiple Payment Code
fields for the payroll schedule and pay cycle.
o On the Job Account Screen (PS0003) in the Mult Pymt Cd field for each affected
employee for the pay cycle.
Setting Up a Special XX Pay Cycle
The Payroll Schedule Initialization Screen (PS1000) is used for processing a special XX pay cycle on a
payroll schedule not used for any regular pay cycles. An XX pay cycle is run for an emergency
supplemental payroll and will process only positive-time entries and other transactions entered on the
payroll transaction screens. No automatic salary payments will be generated from the employee's job
screens. The XX pay cycle is usually run in January to make balance adjustments for W-2 processing on
the 12Z payroll schedule.
To initialize a special pay cycle, the following conditions are required on the Payroll Initialization Screen
(PS1000):
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The payroll schedule must be valid.
The regular check date should be entered as the date to be printed on the paychecks.
The pay period end date should be the end date of the most recent pay period.
The pay cycle is XX.
The pay cycle XX is not entered on the Pay Cycle Table (PS9023).
The pay period begin date, override check date, and multiple payment code must not be
entered.
The regular check date, pay period end date, pay cycle, and pay period begin date do not have
to be on the Pay Cycle Table (PS9023).
On a special pay cycle, PPMS produces paychecks, the full set of payroll reports, and interfaces with the
other systems exactly like a regular pay cycle. The only exception to this is that when an XX pay cycle is
run on the 12Z payroll schedule, PPMS produces the set of W-2 confirmation and reconciliation reports,
but does not produce payroll checks, payroll reports, or interfaces.
Data Fields
Payroll Schedule
Pay Cycle (required)
Regular Check Date (required)
Pay Period Begin Date
Override Check Date
Multiple Payment Code
Pay Period End Date (required)
Stub Msg
Payroll Run Date (display only)
Payroll Schedule (PAYR-SCHD)
Definition
A code identifying a specific payroll.
Length
3 characters
The first two characters identify the month of the
accounting period (01-12).
The third character identifies the schedule code.
Values
The third character is defined by the SBCTC-ITD on the
Schedule Code Table (PS9042) as follows:
A
Semimonthly payroll schedule for the pay period
of the 1st through the 15th of the month
B
Semimonthly payroll schedule for the pay period
of the 16th through the last working day of the
month
H Hourly payroll schedule
M Monthly payroll schedule
S
Supplemental schedule for fiscal year end
Z
Schedule for W-2 balance adjustments
1
First payroll schedule for new academic year
Edits
A payroll schedule must be initialized on the Payroll
Schedule Initialization Screen (PS1000) before it can be
used on the other Payroll Processing screens.
On all Payroll Processing screens, the add, change, and
delete functions cannot be performed for a payroll
schedule if it has already been processed.
Data Sets
PAYR database:
TBL5 database:
Back to field list
PAYR-SCHD-D
PAYR-SCHD-M
DED-CAL-D
Regular Check Date (REG-CHK-DATE)
Definition
Entry required. The check date for a payroll schedule.
This date appears on paychecks unless a date is entered
in the Override Check Date field on the Payroll Schedule
Initialization Screen (PS1000).
Length
6 digits
Format
mmddyy
Additional
Information
The only holidays against which PPMS validates regular
check dates are institution holidays. Institution holidays
are identified on the FMS System Calendar (GA1070).
Your college should also take into consideration banking
holidays when selecting the regular check date for a
payroll schedule.
Data Sets
PAYR-SCHD-M
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Override Check Date (OVRIDE-DATE)
Definition
A date that overrides the regular check date for a payroll
schedule.
Length
6 digits
Format
mmddyy
Edits
The override check date must be within five days plus (+)
or minus (–) of the data in the Rregular Check Date field.
An override check date must not be entered for an XX
pay cycle.
An override check date must not be a Saturday, Sunday,
or holiday.
Data Sets
PAYR-SCHD-M
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Pay Period End Date (PAY-END-DATE)
Definition
Entry required. The date on which a pay period ends.
Length
6 digits
Format
mmddyy
Edits
A pay period end date must not be entered for an XX pay
cycle.
Data Sets
COH-EARN-DISTR-D
COH-TRNS-M
EXP-TRNSFR-M
PAYR-SCHD-M
RETRO-ADJ-D
TIME-RPT-D
TIME-TRNS-D
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Payroll Run Date (PAYR-RUN-DATE)
Definition
Display only. The date on which a specific payroll has
been processed.
Length
6 digits
Values
Generated by PPMS when the payroll is processed.
Data Sets
PAYR-SCHD-M
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Pay Cycle (PAY-CYCLE)
Definition
Entry required. A code for the pay cycle on which a
specific job is paid. The pay cycle is also used on
deduction calendars for exception processing of
deductions.
Length
2 characters
Values
The first character of the pay cycle code is the pay cycle
frequency, which is defined by SBCTC-ITD and identifies
the frequency of a pay cycle code. The second character
of the pay cycle code is defined by colleges on the Pay
Cycle Table (PS9023) and cannot be blank. Valid pay
cycle frequency codes are:
B
Biweekly
M
Monthly
Q
Quarterly
S
Semimonthly
W Weekly
Edits
The pay cycle code must not be duplicated on the same
payroll schedule.
If the third character of the payroll schedule code is Z,
the pay cycle code must be XX.
If the pay cycle code is XX, no other pay cycle can be
entered for this payroll schedule.
The combined values of the following fields must match
an entry on the Pay Cycle Table (PS9023):
Pay Cycle
Pay Period Begin Date
Pay Period End Date
Regular Check Date
Data Sets
EMP database: EMP-JOB-D
PAYR database: PAYR-SCHD-D
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Pay Period Begin Date (PAY-BEG-DATE)
Definition
The date on which a pay period begins.
Length
6 digits
Format
mmddyy
Edits
The Pay Period Begin Date entry must not be later than
the the Pay Period End Date entry.
Data Sets
PAYR-SCHD-D
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Multiple Payment Code (SCHD-MULT-PYMT)
Definition
The number of payments to be processed on a particular
payroll schedule.
Length
2 digits
Dependencies For these payments to be generated for a group of
employees, this number must be assigned to the payroll
schedule and a specific pay cycle on the Payroll Schedule
Initialization Screen (PS1000) and the Job Account
Screen (PS0003) for the employees.
Edits
A multiple payment code must not be entered for the XX
pay cycle.
Data Sets
PAYR-SCHD-D
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Check Stub Message (CHK-STUB-MSG)
Definition
A message that will appear on employees' check stubs for
a specific pay cycle.
Length
70 characters
Values
The message is entered on the line after the pay cycle on
the Payroll Schedule Initialization Screen (PS1000). The
message applies only to the pay cycle it follows. For a
message to be printed on all check stubs for a payroll
schedule, it must be printed after each pay cycle on the
payroll schedule.
Data Sets
PAYR-SCHD-D
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